Introduction

Email templates can help save time if certain types of emails are sent regularly. This article describes how to create email templates and store them in a location so that any Speakeasy Outlook user can create a new email using an existing template.

Creating a template email

An email template can easily be created – just create a draft email containing the required content, then click “File…Save As” and save as an “Outlook Template (*.oft)” file.

Upload the template file to a SharePoint library on your organization’s tenant. See Configuring Speakeasy Office Templates for details of how to configure one of these SharePoint libraries. This only needs to be done once per organisation – once set up, navigate to that folder in a browser (for “Speakeasy Templates”, navigate to Link to Speakeasy Templates in SharePoint and click the Sync button). This will create a folder link in your OneDrive in File Explorer – for “Speakeasy Templates” – this location is typically “C:\Users\cashy\Bury Speakeasy\Templates – Speakeasy Templates”

Using the Email Templates

In Outlook, navigate to Home>New Items>More Items>Choose Form. See the screenshot below:

Select “User Templates in File System” and select “Browse”.  Navigate to the folder shortcut in File Explorer (e.g. “C:\Users\cashy\Bury Speakeasy\Templates – Speakeasy Templates”). See below:

Click OK. The list of Outlook templates will appear:

Select an .oft file, and click Open. A new email should be created with content defined by the template.

Once something has been selected from that folder, the folder will appear as an option in the “Look in” box – there will be no need to keep browsing to the folder.

Creating a Shortcut to the Email Templates

As described earlier, in Outlook, navigate to Home>New Items>More Items>Choose Form. When the “Choose Form” option appears , right mouse click and click the “Add to Quick Access Toolbar” option. See the screenshot below:

Now, a new menu option will appear in the Quick Access Toolbar at the very top of the Outlook window – see the screenshot below – the option is the rightmost icon that looks like a form:

Clicking on this button will launch the forms browser as described in the previous section of this document, from where the Speakeasy templates can then be selected.